Before Your First Visit to the New York State Archives (Researching Southport Records): What to Bring and How to Prepare

You can't just walk in - visits to the New York State Archives research room are by appointment only. Schedule yours by emailing archref@nysed.gov or calling (518) 474-8955. Don't travel until you've received confirmation. Wait for that email or phone call before making the trip.

Think ahead when you book. The Archives asks researchers to call several business days in advance so staff can reserve a table and pull the materials you need. Anything stored offsite? You'll need one week's notice. Plan your day around the retrieval schedule too - records are pulled twice daily, at 10:30 a.m. and 2:00 p.m.

What to Bring

• ✓ A valid photo ID (you’ll show it when you arrive)
• ✓ A completed Research Room Registration Form (if you can fill it out before you go)
• ✓ Readiness to sign in, complete registration if needed, and agree to follow the Research Room Rules

Bring the most specific details you have about the person and time period you're researching. Southport Correctional Facility inmate case files can document family background, arrest, confinement, and release or parole - so having names (including alternate spellings) and key dates keeps you focused in the research room. Already identified particular files or descriptions? Write those down. Clear notes make it easier to submit smart requests during the limited retrieval windows.

1. Sign in - Start at the desk when you arrive.
2. Complete your registration form - If you didn’t do it ahead of time, you’ll complete the registration during check-in.
3. Show your photo ID - Staff will verify your identification as part of the entry process.
4. Store personal items in a locker - Plan to secure your belongings before you begin working.
5. Agree to follow the Research Room Rules - Access is tied to agreeing to abide by the research room rules.

Think about how you'll capture what you find. Handheld digital cameras are allowed in the research room - just use available light. Leave tripods and extra lighting at home; they're not permitted.

If you’re using microfilm, you can make your own copies while you’re there. Self-service copies from microfilm can be made to paper or PDF at no charge in the research room.

The research room is open Monday through Friday, 9:30 a.m. to 4:00 p.m., and closed on New York State holidays. Build your travel plans around those hours so you're not rushing check-in or cutting your research time short.

Record pull times matter. Retrievals happen twice daily - at 10:30 a.m. and 2:00 p.m. Arrive late morning or mid-afternoon, and you might miss a run and spend more time waiting than researching. Aim to catch at least one retrieval window, ideally both.

The New York State Archives research room is in Albany, on the 11th floor of the Cultural Education Center at the south end of the Empire State Plaza. The street address is 222 Madison Avenue, Albany, NY 12230.

Driving? Plan for paid visitor parking. The Madison Avenue Lot is adjacent to the Archives building, with access from Madison Avenue. Fees and hours can change, so check the Office of General Services (OGS) Parking Management information before you go.